Master Log, just plan the right solution.

Just like busses.

You would think that you can pick a solution for a master log whenever, unfortunately it’s one of those true and false at the same time situations. There are a large number of packages and web sites out there that will cater for the spotting fraternity. But chosing one from the many is becoming more difficult, so taking the time to make the correct choice is important.

Computer or not?

So this is the first choice, I say computer or not but that would include smartphone, e-reader, tablet, laptop or any device. What is the other choice? Well, you have pen and paper using some kind of master ledger, there are index cards and finaly you have the books where you can underline entries.

The Ledger book – whatever suits.

If you are going with some kind of paper system, the way you log is completely up to you. Your system might be completely unique to you, information you capture might not be captured by others. On the other hand, you might not capture information that others consider vital.

Underlining – an easy start in life.

If you chose underlining for a paper log, life is pretty straight forward. But it can become fraught as time goes on, especially when there are new copies of the books that you rely on. Or even worse, when there isn’t a new copy forthcoming!

There are other paper systems, put simply the choices here are limited by your imagination. I’ve even seen master logs in a Rolodax and come to think of it, I once met a spotter who used a Filofax.

Computer – On-line, Off-line or both?

When it comes to a computerised master log, there are a quite number of options. These can be broken down into two basic categories, either an online log or an off line log. The solution is entirely down to you, it is about what suits you the most.

What are the benefits of one over the other, in general it comes down to what you want to do with the data – and privacy. But before jumping in, it is adviseable to take the time and really think about your requirements.

The Options

I’m going to cover off the options here, but with a caveat – I can only cover a small number of the possible options and you should do your own research. So regardles of how you started out, whether you used a notebook and pen or a tablet or a phone to record your sightings. You should take the time to think about what you want from your log before you decide which way to go!

Research is key

Before you decide, here are a few things to consider.

• Do you have years of sightings to log.
• Do you want to include photographs or scans in your log.
• Do you need access to the master log when you are mobile.
• Do you need reporting, like how many new sightings for the year or trip reports.
• Do you need printed output.
• Do you want to buy the product, subscribe to a service or build your own master log.

There are many other things that you might want, so you should consider using something like the MoSCoW process to determine how suitable a product or service might be. The MoSCoW process or method is a way of filtering, nothing smart – it stands for;

1. Must have; functions that you cannot do without!
2. Should have; functions that it should have in addition the the things it must have!
3. Could have; functions that it could have in addition to the above!
4. Won’t have; functions that it will not have.

So create the list of functions that you would like to see and then compare the packages to the list. Most of the package and service vendors will have a support email, ask the questions if the information us scarce or unclear.

Do not feel shy about asking other spotters what they use, check for user groups and forums and ask the questions that you feel you need answers to.

Excel an interim solution

Although I specifically mention Excel, you can use pretty much any spread sheet – just make sure that it has a way of getting the data out (an export function). Using a spread sheet as a stating point is a good way of determining what you need, it might actually surprise you. In general you can do anything that the online services and specialist applications do, just might take a little planning. In another post I’ll cover creating a log using a spread sheet, what you need to consider etc…..

Online Plane-Spotting Databases

For many plane spotters, the original notebook or spreadsheet has been replaced by online databases and digital logbooks. These applications and services allow sightings to be recorded, searched and analysed from almost anywhere. Many have the added benefit of access to extensive aircraft fleet and historical information, bringing an additional dimension to the hobby.

• SpottingLog – A modern cloud-based logbook designed specifically for plane spotters. It allows users to record sightings, plan trips, upload photographs and search a large aircraft database across desktop and mobile devices.
• AV Spotters – A comprehensive digital spotting database offering unlimited sightings, global fleet information, radar-map logging, bulk CSV/XLS imports and statistics about a user’s spotting activity.
• Planespotters.net – One of the best-known online aviation databases, combining extensive aircraft and registration information with a huge photographic archive. While particularly well known for its photographs, it is also a valuable resource for researching aircraft and fleets.
• Plane Spotters UK – A web-based spotting log designed to help enthusiasts record trips and sightings, search their data by aircraft, airport, MSN or airline, and import or export records using CSV files.

Together, these services demonstrate how modern plane spotting has evolved from paper logbooks and home-made spreadsheets into searchable, cloud-based databases that can record everything from a single sighting to a lifetime of aircraft observations.

Stand-Alone Aircraft-Spotting Databases

Although online databases are increasingly popular, some spotters may prefer applications that allow aircraft information and personal sightings to be stored locally. Meaning that they can be accessed without a continuous internet connection. This can be useful when spotting at remote locations like Area 51, travelling, or for spotters like me who prefer to maintain their own independent database.

• Aerodata Quantum Databases – One of the most comprehensive traditional aircraft databases available to enthusiasts. The Windows-based software combines extensive civil and military aircraft information with registration and production lists, operator information, airfield data, photography facilities and personal logging. The application is designed to operate as a stand-alone system, with database updates available separately. (aerodata.org)
• Pacific Aviation Database / PADGMobile – A specialist aviation database and logging application that allows users to search aircraft by registration, operator and location, while also recording sightings. Once the database has been downloaded, PADGMobile can be used offline, making it particularly useful when spotting away from reliable internet access. Records can subsequently be uploaded when connectivity becomes available. (gfiapac.org)
• PlaneBase Mobile and PlaneBase is a long-established aviation database system designed specifically for aircraft enthusiasts and spotters. Its mobile companion allows users to take their PlaneBase data with them, search aircraft and fleet information, and record sightings while away from their main computer. The mobile application is intended to work alongside a valid PlaneBase installation and database licence. (App Store)
• SpotBase – A newer digital aircraft logbook focused on recording registrations, aircraft types, photographs, airports and spotting statistics. It is primarily a web-based service rather than a traditional installed desktop database, but its emphasis on maintaining a local personal, searchable spotting archive makes it a useful modern alternative to a conventional spreadsheet or paper logbook. (SpotBase)

Stand-alone and offline-capable applications offer a fundamentally different approach from purely cloud-based services. The principal advantage is independence: a spotter can continue recording sightings even where mobile data or Wi-Fi is unavailable.

The trade-off is that the user may be responsible for backups and, depending on the application, keeping the aircraft database up to date. For many experienced spotters, however, the speed, independence and long-term control offered by locally stored data remain significant advantages.

After all the above

The choice between paper, spreadsheet, cloud-based and stand-alone logging systems is a matter of personal preference. Each approach has advantages, but none are completely free from risk.

Choosing a Master Log the risks to consider

By a significant measure the most important consideration is a backup. An online database may appear to be safely stored in the cloud, but users are still dependent on the provider maintaining reliable backups. A stand-alone database or spreadsheet, meanwhile, can be lost through hardware failure, theft, accidental deletion or corruption unless the user maintains their own backup regime. Important spotting records should exist in more than one location, with it taking just a few seconds to copy something to a USB stick there is no excuse for not having a copy.

Data ownership is another important issue. A spotter may have spent decades building a valuable personal archive, but the practical ability to access, export and reuse that information can vary considerably between services. Before committing years of sightings to an online platform, it is worth checking whether records can be exported in a standard format such as CSV. A service that does not provide a straightforward export facility can potentially leave users dependent on that provider.

There is also the risk of provider or application failure. An online service may close, change its business model, introduce or increase subscription charges or suffer a prolonged outage. A stand-alone application may be discontinued, lose compatibility with a future operating system or cease to receive database updates. Even a long-established application is not guaranteed to exist indefinitely. This is one reason why maintaining an independent export of a personal log remains sensible, this should also exist in more than one place.

Finally, there are privacy and security considerations. Online services may collect account details, email addresses, location information, photographs, travel patterns and detailed records of where and when a user has been spotting. While this information may seem harmless, users should understand what data is collected, how it is stored, who may have access to it and whether it can be deleted. A local database generally provides greater control over personal information, but that control comes with the responsibility of protecting the computer and maintaining secure backups.

For many serious spotters, the best solution may therefore be a combination of methods: use an online or stand-alone application for day-to-day logging, but periodically export the master log and retain independent backups. The aircraft database may be replaceable; a personal record containing years or even decades of sightings is far harder to recreate.

All Photographs Copyright © Dave Munro

Post Author – Dave Munro